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DOCUMENTATION –
IN HEALTHCARE
Topics covered:
* WHY
* WHEN
* HOW
* WHO
* WHERE
Speaker:
Dr. Sushmita Biswas
MBBS-DLO-MBA(HEALTHCARE)
• Fosters quality and continuity of care to the
patient
• Establishes an effective communication amongst
the healthcare providers
• Its speaks much louder than our vocal cords, and
it speaks for years till the document is preserved
• Serves as an evidence in the court of LAW
MANY PHYSICIANS COMPLAIN THAT THEY
DO NOT HAVE THE TIME TO WRITE NOTES.
“WOULD YOU RATHER SPEND THE TIME IN
COURT FOR 12 WEEKS, 5 DAYS A WEEK, FROM
9AM TO 5 PM?”
Boschert, Sherry ; Documentation do’s and dont’s can derail a lawsuit, 2005, OB/GYN News
AT THE FIRST POINT OF CONTACT
&
AT EVERY POINT OF CONTACT
SOAP Notes
New SOOOAAP notes
S SUBJECTIVE
• Chief complaints
• H/O present illness
• Past illness
• Drug history +/- allergy
• Medical history/Co-morbidities
• Family history
• Addictions
O OBJECTIVE
• Vital signs
• General examination
• Local examination(if any)
• Systemic examination- all four
systems
A ASSESSMENT
Provisional Diagnosis
Differential Diagnosis
Final Diagnosis
P PLAN
• Investigations
• Monitoring instructions
• Medicines
• Patient/relatives
communication &
education
• Follow ups
S- Subjective
O- Objective
O- Opinion
O- Options
A- Advice
A- Agreed plan
Time and Date your( with name in
BLOCK LETTERS & signature) entries
LEGIBLE WRITING
Destroy evidence
Mention significant positive & negative
entries : History & Examination
Change records: sophisticated technology
can detect alteration of records
Label any addition as “ Late Entry” Peer review comments
DO’s DON’T’s
A surgeon was held to be
guilty of negligence for
conducting sterilization
operation during caesarian
without obtaining consent.
A gynecologist has been
sued heavily as she was
found guilty of performing
abdominal hysterectomy
instead of vaginal
hysterectomy.
Wrong site,
Wrong side,
Wrong person
The court has
held a consent
given for excision
biopsy, cannot
by inference be
taken as implied
consent for
surgery
Case of
Negligence:
Tumour
mistaken for
fetus
Failure to
document non-
compliance &
lack of informed
refusal : physician
is considered
guilty
A senior colleague
documented as “ovarian
cyst” was fabricated as
“twisted ovarian cyst”
by a junior colleague
and opened the
abdomen to find a fetus
of 28 weeks gestational
age.
This case was a near
miss from the blind eyes
of the Judicial lady.
Allegations & trial set in for
FAILURE OF DIAGNOSIS OF
HERPES SIMPLEX VIRUS,
IMPROPER PRESCRIPTION OF
TOPICAL STEROID leading to
Keratitis…called for a
penalty of 25 lacs to the
treating physician.
A male patient after a
successful revival Post
CPR, the patient sued
against the hospital for
giving him two huge
scars on his chest,
because the paddles w
ere not jellied.
Penalty of 25 Lacs on
the hospital in 2004.
INFORMED CONSENT:
• To be taken and signed by the
SURGEON herself/himself
• From the patient (Exceptions:in
cases of mental disorder or minor
or comatose)
• A consent which is not properly
informed is vulnerable for law suits
( ie expected complications or
expected change of plan in surgery
should be informed &
documented).
Failed consent in cases of emergency or
unconsciousness :
* all considerations regarding consent will be set
aside to save the life of a patient, to save him from
permanent disability or/ and suffering.
* should be countersigned by board of 3 people in
life saving procedures.
Informed Consent is mandatory before:
* Any invasive (major/minor)
procedure/activity
* Blood Transfusion
* Restraint consent
* Pre-operative & pre- anaesthetic consent
* Intra-operative change in plan needs a
formal consent
If it is NOT documented Then it is NOT DONE
If it cannot be Understood Then it DID NOT HAPPEN
If it cannot be read Then it DID NOT HAPPEN
& If it DID NOT HAPPEN Then it should NOT BE PAID
If there is ANY complication because
either appropriate action not taken
or not documented
Vulnerable for LEGAL PUNISHMENTS
Documentation in Healthcare

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Documentation in Healthcare

  • 1. DOCUMENTATION – IN HEALTHCARE Topics covered: * WHY * WHEN * HOW * WHO * WHERE Speaker: Dr. Sushmita Biswas MBBS-DLO-MBA(HEALTHCARE)
  • 2.
  • 3.
  • 4. • Fosters quality and continuity of care to the patient • Establishes an effective communication amongst the healthcare providers • Its speaks much louder than our vocal cords, and it speaks for years till the document is preserved • Serves as an evidence in the court of LAW
  • 5. MANY PHYSICIANS COMPLAIN THAT THEY DO NOT HAVE THE TIME TO WRITE NOTES. “WOULD YOU RATHER SPEND THE TIME IN COURT FOR 12 WEEKS, 5 DAYS A WEEK, FROM 9AM TO 5 PM?” Boschert, Sherry ; Documentation do’s and dont’s can derail a lawsuit, 2005, OB/GYN News
  • 6. AT THE FIRST POINT OF CONTACT & AT EVERY POINT OF CONTACT
  • 8. S SUBJECTIVE • Chief complaints • H/O present illness • Past illness • Drug history +/- allergy • Medical history/Co-morbidities • Family history • Addictions O OBJECTIVE • Vital signs • General examination • Local examination(if any) • Systemic examination- all four systems A ASSESSMENT Provisional Diagnosis Differential Diagnosis Final Diagnosis P PLAN • Investigations • Monitoring instructions • Medicines • Patient/relatives communication & education • Follow ups
  • 9. S- Subjective O- Objective O- Opinion O- Options A- Advice A- Agreed plan
  • 10. Time and Date your( with name in BLOCK LETTERS & signature) entries LEGIBLE WRITING Destroy evidence Mention significant positive & negative entries : History & Examination Change records: sophisticated technology can detect alteration of records Label any addition as “ Late Entry” Peer review comments DO’s DON’T’s
  • 11. A surgeon was held to be guilty of negligence for conducting sterilization operation during caesarian without obtaining consent. A gynecologist has been sued heavily as she was found guilty of performing abdominal hysterectomy instead of vaginal hysterectomy. Wrong site, Wrong side, Wrong person The court has held a consent given for excision biopsy, cannot by inference be taken as implied consent for surgery Case of Negligence: Tumour mistaken for fetus Failure to document non- compliance & lack of informed refusal : physician is considered guilty
  • 12. A senior colleague documented as “ovarian cyst” was fabricated as “twisted ovarian cyst” by a junior colleague and opened the abdomen to find a fetus of 28 weeks gestational age. This case was a near miss from the blind eyes of the Judicial lady. Allegations & trial set in for FAILURE OF DIAGNOSIS OF HERPES SIMPLEX VIRUS, IMPROPER PRESCRIPTION OF TOPICAL STEROID leading to Keratitis…called for a penalty of 25 lacs to the treating physician. A male patient after a successful revival Post CPR, the patient sued against the hospital for giving him two huge scars on his chest, because the paddles w ere not jellied. Penalty of 25 Lacs on the hospital in 2004.
  • 13. INFORMED CONSENT: • To be taken and signed by the SURGEON herself/himself • From the patient (Exceptions:in cases of mental disorder or minor or comatose) • A consent which is not properly informed is vulnerable for law suits ( ie expected complications or expected change of plan in surgery should be informed & documented).
  • 14. Failed consent in cases of emergency or unconsciousness : * all considerations regarding consent will be set aside to save the life of a patient, to save him from permanent disability or/ and suffering. * should be countersigned by board of 3 people in life saving procedures.
  • 15. Informed Consent is mandatory before: * Any invasive (major/minor) procedure/activity * Blood Transfusion * Restraint consent * Pre-operative & pre- anaesthetic consent * Intra-operative change in plan needs a formal consent
  • 16.
  • 17.
  • 18.
  • 19.
  • 20.
  • 21.
  • 22. If it is NOT documented Then it is NOT DONE If it cannot be Understood Then it DID NOT HAPPEN If it cannot be read Then it DID NOT HAPPEN & If it DID NOT HAPPEN Then it should NOT BE PAID If there is ANY complication because either appropriate action not taken or not documented Vulnerable for LEGAL PUNISHMENTS